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1 THE HIRING PROCESS A Guide for Vice Presidents, Directors, Managers and Supervisors to Assist Them with the Hiring Process at Wheeling Jesuit University 1

2 Hiring Process The following delineates the process that must be followed by you, the, to create a position and / or hire an employee to fill a vacancy. The forms noted are attached and templates may be found on the HR Website. I. ATTACHMENTS The following attachments, available as forms on the HR Website, will be referenced throughout this explanation: A. PERSONNEL REQUISITON FORM Attachment A Used to build a position and /or replace an employee. B. PROPOSED POSITION DESCRIPTION Attachment B Used to build a job description for a new position. C. JOB EVALUATION QUESTIONNAIRE Attachment C Used to rate the compensable factors for a new or revised position, placing the job into the appropriate pay grade. D. JOB DESCRIPTION FORMAT Attachment D Example of how the finished job description will appear. E. QUESTIONNAIRE Attachment E Approved questions to be asked of all candidates interviewed. F. INTERVIEW EVALUATION FORM Attachment F Must be completed on every candidate interviewed; these will be retained in the interview file after the applicant pool is evaluated and the posting is closed. G. EMPLOYMENT APPLICATION Attachment G A University requirement; all applicants must complete an employment application prior to selection as a candidate. H. RECRUITING A DIVERSE WORKFORCE Attachment H A University requirement; to comply with our Affirmative Action and Equal Employment Opportunity guidelines. I. REQUEST FOR OFFER LETTER Attachment I This form must be completed by the for Human Resources to prepare an official offer of employment for the successful candidate. J. OFFER LETTER Attachment J The official offer of employment extended to the successful candidate. Where noted, please complete all areas of the appropriate forms prior to submission; incomplete forms will be returned and the process will be halted at that point pending their completion. IF A POSITION DOES T EXIST, BEGIN AT SECTION II BELOW; IF A POSITION EXISTS AND IS VACANT, BEGIN AT SECTION III BELOW. II. TO CREATE A POSITION Before any individual can be hired, a position must exist into which the employee can be placed. Absent a position [full time, part time or temporary], no recruiting or hiring activities can occur. To create a position, the must: A. Complete the PERSONNEL REQUISTION FORM. B. Obtain approval of the Executive Officer responsible for the department wherein the position will report. C. Complete and submit a PROPOSED POSITION DESCRIPTION for review with the PERSONNEL REQUISITION. D. Forward the PERSONNEL REQUISITON FORM and the PROPOSED POSITION DESCRIPTION to Human Resources to be advanced through the APPROVAL PROCESS for review by the Director of Human Resources, the Chief Financial Officer and the President. If the position is denied, it will be returned to the with the rationale. If the position is approved, the must complete and submit a JOB EVALUATION QUESTIONNAIRE to the Human Resource Department. 2

3 E. The Human Resource Department will convene a meeting of the Job Evaluation Committee to rate the JOB EVALUATION QUESTIONNAIRE, with the assistance of the PROPOSED POSITION DESCRIPTION, and place the job into the appropriate pay grade with the appropriate FLSA designation. This process helps the Human Resource Department develop a comprehensive JOB DESCRIPTION FORMAT; the process will not continue absent a comprehensive Job in the JOB DESCRIPTION FORMAT. F. The may submit a recommended advertisement to assist Human Resources with the creation of an external advertisement. G. The process will now skip to IV. POSTING A POSITION. III. TO FILL AN EXISTING VACANT POSITION A. To fill an existing, vacant, position, the must complete a PERSONNEL REQUISITION FORM and attach a copy of the current JOB DESCRIPTION. If the wishes to revise / update the current JOB DESCRIPTION, it must be attached to the PERSONNEL REQUISITON FORM with changes noted. If the PERSONNEL REQUISITON FORM is approved, this may require re-evaluation by the Job Evaluation Committee and the completion of a JOB EVALUATION QUESTIONNAIRE and PROPOSED POSITION DESCRIPTION FORM. B. Obtain approval of the Executive Officer responsible for the department wherein the position reports. C. Once the Human Resource Department verifies that an approved position exists, the PERSONNEL REQUISITON FORM will be advanced through the APPROVAL PROCESS for review by the Director of Human Resources, the Chief Financial Officer and the President. If the position is denied, it will be returned to the with the rationale; If the position is approved, the will be notified. D. The may submit a recommended advertisement to assist Human Resources with the creation of an external advertisement. IV. POSTING A POSITION The Human Resource Department will prepare a posting [with input from the if he / she so desires] directly from the completed JOB DESCRIPTION FORMAT. Positions will be posted per University Policies for a minimum of five (5) business days internally and advertised externally, if requested, for a minimum of fifteen (15) business days / three (3) weeks. All position postings will have a closed date after which no applications will be accepted; if the applicant pool is too small or lacks qualified applicants, the position may be re-posted. To enforce the University s diversity initiative, Human Resources will notify several multicultural churches and organizations in the tri-state area of externally posted position openings. The should advise if there are additional diverse websites, magazines, etc. where he / she would like to advertise. [TE: Faculty positions and interviews will be coordinated from this point forward through Academic Affairs]. 3

4 V. INTERVIEW PROCESS A. Human Resources will notify the, by memo, that the position has been posted and that the must submit, to the Human Resource Department, a list of proposed questions to be asked of all candidates. The Human Resource Department will review the questions and, if approved, prepare a QUESTIONNAIRE to be used by all interviewers with all candidates. It is preferred that any individual conducting an interview complete INTERVIEW TRANING with the Human Resource Department prior to initiating an interview. No applicant information will be forwarded to the before an approved QUESTIONNAIRE is developed and reviewed by the Human Resource Department. B. Once the QUESTIONNAIRE is completed and approved, the may select a group of candidates from the pool of qualified applicants and inform Human Resources who will, in turn, develop Interview Packets, one per candidate, containing: a QUESTIONNAIRE, one per candidate; an APPLICATION / resume for each candidate. Each candidate interviewed must have an APPLICATION on file [TE: An APPLICATION can be completed the day of the interview or online (http://www.wju.edu/about/employment) prior to the interview. Candidates who have completed an APPLICATION prior to the interview need not complete another; however, please have the candidate sign the online APPLICATION at the time of the interview. Regardless, an APPLICATION MUST be completed for every candidate interviewed]; and an INTERVIEW EVALUATION FORM to be completed by each interviewer for every candidate interviewed (If a committee is formed, one form per candidate will suffice for the entire committee; however, all committee members must sign each form returned). All APPLICATIONS / resumes of qualified applicants received after the initial group but before the closure date of the advertisement will be noted in the applicant flow log in the Human Resource Department and forwarded to the for consideration. C. Complete the RECRUITING A DIVERSE WORKFORCE form and return with all interview packets and candidate information to the Human Resource Department subsequent to the completion of the interviews. VI. CHOOSING A CANDIDATE A. The will inform the Human Resource Department of the candidate he / she wishes to hire. For the candidate chosen, a REQUEST FOR OFFER LETTER must be completed by the and approved by the Executive Officer responsible for the department wherein the position reports. Once complete, the REQUEST FOR OFFER LETTER must be forwarded to Human Resources. B. Background screens and Reference Checks will be conducted by the Human Resources Department. Human Resources will contact the candidate to complete the BACKGROUND SCREENING AUTHORIZATION FORMS. Human Resources will conduct the background screen and notify the of the results. CANDIDATE WILL BE OFFERED A POSITION PRIOR TO THE COMPLETION OF THE BACKGROUND SCREEN AND REFERENCE CHECK! 4

5 C. The REQUEST FOR OFFER LETTER will then be advanced by Human Resources through the APPROVAL PROCESS for review by the Director of Human Resources, the Chief Financial Officer and the President before Human Resources can prepare an official offer of employment. VII. EMPLOYMENT OFFER A. Upon approval of the REQUEST FOR OFFER LETTER by the Director of Human Resources, the Chief Financial Officer and the President, the will be notified that an offer is pending. The Director of Human Resources and the will discuss who will contact the candidate and make a VERBAL OFFER. The VERBAL OFFER will mirror the subsequent written OFFER LETTER. [TE: A VERBAL OFFER of employment must not be extended to any candidate prior to receipt of notification from the Human Resource Department that the REQUEST FOR OFFER LETTER has been approved.] B. Upon acceptance of the VERBAL OFFER by the candidate, an official OFFER LETTER from the Director of Human Resources, confirming the employment offer, will be issued. This letter will also instruct him / her to contact the Human Resources Department to complete pre-employment documentation and provide verification of their ability to work in the United States. 5

6 So you want to HIRE AN EMPLOYEE? completes the necessary forms TO FILL AN EXISTING VACANT POSITION Does the Position Exist? completes the necessary forms TO CREATE A POSITION Personnel Requisition Approval of Executive Responsible for the Department Personnel Requisition Proposed/ Revised Send completed forms to Proposed Position APPROVAL PROCESS HR, CFO, President PERSONNEL REQUISITION approved? Return to Proceed to PAGE 2 6

7 PAGE 2 TO FILL FORMhiringprocessflowchart AN EXISTING VACANT POSITION TO CREATE A POSITION Revise Job?? must complete the appropriate forms Proposed/ Revised Job Evaluation Questionnaire JOB EVALUATION COMMITTEE will build the JOB DESCRIPTION posts the Job prepares questions for HR review JOB POSTED Internal: Minimum = 5 days External: Maximum = 3 weeks Job Format receives and records Applicants Revise Questions Questions approved by HR? prepares QUESTIONNAIRE HR PREPARES INTERVIEW PACKETS Proceed to PAGE 3 7

8 PAGE 3 HR PREPARES INTERVIEW PACKETS FOR THE HIRING MANGER TO COMPLETE AFTER ALL INTERVIEWS ARE COMPLETE FOR EACH QUALIFIED APPLICANT WHO BECOMES A CANDIDATE QUESTIONNAIRE EMPLOYMENT APPLICATION (COMPLETE or to BE COMPLETED) INTERVIEW EVALUATION FORM HIRING MANAGER RETURNS ALL TO HR RECRUITING A DIVERSE WORKFORCE Was a candidate selected? Return to : RE-POST??? Proceed to PAGE 4 8

9 PAGE 4 CHOOSES A CANDIDATE and completes REQEUST FOR OFFER LETTER submits to HR REQUEST FOR OFFER LETTER HR Completes all required BACKGROUND / REFERENCE SCREENS Revise and Resubmit APPROVAL PROCESS HR, CFO, President OFFER LETTER approved? HR coordinates with HIRING MANGER to make VERBAL OFFER OFFER LETTER EMPLOYEE HIRED 9

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